What to Include in a Letter of Intent

Salutation
Begin with a professional salutation. Find out the name of the employer or
hiring manager, and include it in your opening. If you do not know to whom you
should address the letter, call the office and ask.

Body Paragraph 1: Introduction

Begin your letter by introducing yourself and explaining why you are writing. If
you are responding to a specific job listing, say so. Otherwise, simply explain
that you are interested in working for the company.

You can explain what type of work you are interested in – for example, maybe
you are looking for a managerial position or a position in a certain department
– but don’t get too specific.

Body Paragraph 2: Highlight Relevant Skills

This is where you connect your skills and abilities to the job listing. Take the
time to carefully review the job description and the requirements listed in it.
Mention one or two important requirements of the job, and explain how you
meet those requirements. Provide specific examples from your past work
experiences.

If you are “cold calling” the company, explain how your skills would make you
a good fit for the company. The closer you can match your credentials to the
job requirements or the company’s needs, the better your chance of getting
chosen for a job interview.

You might break this section into two paragraphs, depending on the number of
skills you mention.

Body Paragraph 3: Call to Action

Conclude your letter with a brief paragraph on how you will follow up. If the job
listing says not to follow up, simply state that you look forward to hearing from
the employer.

Closing
End with a professional closing such as “Best” or “Sincerely.” If you are
submitting a printed letter, include a handwritten signature followed by your
typed name. If you are emailing the letter, conclude with your email signature.

Example:
Olive Applicant
123 Main Street
Anytown, CA 12345
555-555-5555
olive.applicant@email.com

September 1, 2018

James Lee
Head Librarian
Acme University
123 Business Rd.
Business City, NY 54321

Dear Mr. Lee:

I am writing to express my strong interest in the position of library aide at

Acme University, as listed on Monster.com. I am a recent college graduate
with extensive library experience and a record of excellent written and oral
communication. I believe I would be an ideal fit for this position at your
organization. 

I am skilled at communicating effectively with diverse people across various

platforms. In my position as administrative assistant at Longmont Library, I
greeted dozens of patrons each day on the phone and in person. I also
answered patron queries via email and social media. I received recognition
from the circulation department head for my friendly demeanor, patience, and
ability to communicate professionally with all patrons.

I am passionate about staying up to date with the latest library best practices. I
have two years of experience working with some of the most widely used
library management software, including Ex Libris and Koha. I am also familiar
with the latest OCLC input standards. 

I believe my experience, communication skills, and interpersonal abilities

would make me a strong fit for this position. I look forward to speaking with you
more about my qualifications.

Sincerely,

Olive Applicant

TIPS:
1. Use a purposeful final sentence
After the main body of your letter but before the closing, you may want to include a
short final paragraph that is only one or two sentences long. You can use this last
sentence to accomplish a few different things, including the following:

 Clarify or restate the letter’s purpose.

 Summarize a key point.
 Request an action.
 Offer an invitation.
 Express thanks.
 Confirm a connection.

Consider these example final sentences to help you finish your business letter:

 I look forward to hearing from you soon.

 I appreciate your input on this matter.
 Thank you for your understanding, and I will contact you next week with more details.
 If you have any further questions, please do not hesitate to contact me.
 I await your reply with interest.
 It has been a pleasure doing business with you.
 Thank you for the recommendation, and I will keep you updated on my status.
 Thank you for your time and consideration.
 Please let me know if I can be of any more assistance.

2. Consider the context

The ending of your business letter should relate to the purpose of the letter. If you
write to request a favor or convey your gratitude, you could end the letter with a
phrase like “With appreciation.” If your letter is to pursue a business connection, you
should maintain formality and respect by ending with a word like “Respectfully” or
“Sincerely.” Consider the context of your letter when choosing your closing.
Related: Letter of Interest: Definition, Tips and Examples

3. Consider your relationship

Your closing should be appropriate to the relationship you have with the recipient of
the letter. If the letter is to a supervisor, someone you’ve never met or someone you
don’t know very well, choose a formal and professional ending like “Sincerely,”
“Regards” or “Respectfully.” If the letter is for someone you have interacted with
frequently or know well, then you may use a more informal closing while still
maintaining a professional tone, such as “Best,” “Cordially” or “Thanks.”
Related: Letter of Intent: Definition, Examples and Writing Tips

4. End with your signature

After the closing phrase, include your signature. Follow your signature with your
contact information, unless it is already included in a heading at the top of a formal
letter. You can include your title as well as your email address and phone number. If
you are emailing the letter, you may also include a link to your online professional
profile or work portfolio.
Related: How to Write a Professional Email

Formatting tips for business letter closings

Use these tips to professionally format the end of your business letter:

 Begin the complimentary closing on a new line after the last paragraph of the body
of your message. If the letter is in a block format (all lines flush with the left margin),
the closing line should also begin on the left. If you use a semi-block style (indenting
the first lines of each paragraph), then begin the closing phrase to the right of the
center, so it will align with the date in the heading.

 Start the closing with a capital letter. If the closing is more than one word, use
lowercase for any following words.

 Use a comma after the complimentary closing, before your signature.

 Leave four spaces before your typed name so you can place your handwritten
signature above it, if you send the letter on paper. If you send the letter by email,
include one space between the closing and your name.

Related: How to Format a Cover Letter (With Tips and Examples)

Business letter closing examples

If you want to be very formal in closing your business letter, consider using one of
these phrases:

1. Respectfully
2. Yours sincerely
3. Yours respectfully
4. Yours faithfully

Here are eight formal ways to conclude a business letter:

1. Faithfully
2. Sincerely
3. Best regards
4. Thank you
5. With appreciation
6. With gratitude
7. With sincere thanks
8. Sincerely yours

Here are 10 informal ways to conclude a business letter:

1. Best
2. All the best
3. Best wishes
4. Cordially
5. Kindest regards
 6. Kind wishes
7. Many thanks
8. Regards
9. Thanks again
10. Warm regards

Sample business letter endings

Below are examples of ways to end a letter that you can use as a guide when writing
your own:

Sample 1: Ending a formal letter

Thank you again for your attention to this matter. Please don’t hesitate to contact me
if you have any questions or if I can be of further assistance.
Sincerely,
[handwritten signature]
Alexis Parino

Sample 2: Ending an informal email

It’s been a pleasure doing business with you.
Best wishes,
Jacob Winters
Marketing Director, L&H Firm
882-671-5642
j_winters@email.com